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THE KENYA HOUSING IMPLEMENTATION PROGRAMME

(KHIP)

Terms of Reference for A Development Programme Manager

Consultancy to Oversee the Implementation of 20,000

Housing Units for the Disciplined Forces in the Republic of

Kenya

Table of Contents

1. PROGRAMME INFORMATION ........................................................ 1

2. INTRODUCTION ................................................................................. 1

3. THE ENGAGEMENT .......................................................................... 2

4. CONSULTANCY ROLE AND SCOPE OF SERVICE REQUIRED3

5. GOVERNANCE ................................................................................... 7

6. CONTENT OF THE BID ................................................................... 10

7. DATES FOR RECEIPT OF PROPOSALS; ................................... 11

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1. PROGRAMME INFORMATION

Programme Title The Kenya Housing Implementation Programme (KHIP)

Programme Team Kevin Kihara- Head of Strategy

Oumar Diop- Director PMD

Femi Adewole- Director BDD

Grace Maina- PMD Officer

Organization SHELTER AFRIQUE

Longonot Road Upper Hill Nairobi

Telephone: +254202722305 to 309

Fax:+254202722024

Country KENYA

Contact Person/Email Kevin Kariuki Kihara

KHIP Coordinator

kkihara@shelterafrique.org

2. INTRODUCTION

The Company for Habitat and Housing in Africa, Shelter Afrique (SHAF), is a Pan-African

finance institution created to uniquely support the development of affordable housing and

sustainable urban development in Africa.

The Bank was created specifically to mobilize financial and technical resources to

address the acute housing shortage prevalent in most African countries. Shelter Afrique

has traditionally focused on lending to private developers located in member countries,

with only a small percentage of its loans going to governments and government

institutions with implicit guarantees. Headquartered in Nairobi, Kenya, the bank’s

shareholders comprise 44 African governments and two international financial

institutions, Africa Reinsurance Corporation and the African Development Bank (AfDB).

The latter is the largest shareholder with 17.7% of the capital (AAA Moodys and

Standard). The other large shareholders are Nigeria (11.8%, Ba3 stable), Kenya (10.9%,

B1 stable) and Ghana (10.6%, B2 negative).

As a development finance institution (DFI), SHAF underwrites debt, equity, quasi-equity

trade finance, lines of credit and advisory products to housing providers in 44 member

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states, who in turn, support the efficient delivery of affordable housing and attendant

infrastructure.

3. THE ENGAGEMENT

Under the proposed Kenya Housing Implementation Programme (KHIP), the

Government of Kenya has invited Shelter Afrique to be the Lead Implementation Agency

in the delivery of a first Phase of 20,000 housing units for its public servants – particularly

officers of its disciplined forces that being the National Police Service and the Kenya

Prisons Service.

Phase 1 of this Programme is estimated at $150 million in gross construction value and

Shelter Afrique will oversee the implementation of the Programme under a Bilateral

Agreement that underpins the legal framework of delivery; and a Development

Agreement that guides and stipulates output and specifications of housing delivery

through a dedicated Special Implementation Unit (SIU) that will act as a Project

Management Office (PMO) for the programme.

As the Lead Implementation Agency, Shelter Afrique’s SIU will focus on the day to day

Implementation of the programme.

The Role of the Special Programme Implementation Unit will be as follows:

1. Development Manager for the Project

2. Owner and entity responsible for delivery under a Development Agreement with

the Government of Kenya (GoK) and Financing Agreement with Banks.

3. Custodian of the Standardized Housing Design and Business Plan/Costs;

4. Coordinator of the competitive procurement and selection of suitable Contractors

and with volume homebuilding experience in accordance with the established

procurement procedures;

5. Accountability for day to day management of the build out programme to meet

agreed cost, quality and time targets;

6. Prepare Quarterly Update Reports to Cabinet Champion and Presidential Delivery

Unit, Shelter Afrique Board and Programme Board.

7. Manage handover of completed housing units and in conjunction with GoK and

National Police Service, co-ordinate the allocation process;

8. Ensure infusion of Alternative Building Techniques and Technology to ensure

rapid delivery of housing units.

9. Close Out of the Programme

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Subsequently, Shelter Afrique is seeking a Development Manager to deliver the Kenya

Housing Implementation Programme (KHIP) and manage the SIU to deliver this first

phase of 20,000 units under the programme.

4. CONSULTANCY ROLE AND SCOPE OF SERVICE REQUIRED

4.1. Role of the Consultant

The consultancy is divided in two parts:

I) The Pre-Development Contract Phase II) The Post Development Contract Phase

As detailed below and in each of these phases, the Consultant will support Shelter Afrique’s successful delivery of the programme.

The overriding role of the Technical partner shall be to take full responsibility for the day to day administration and co-ordination of the SIU and the Programme from the beginning to its completion in 36 months. The Programme Development Manager is required to ensure delivery of the Programme on time, to agreed specifications and to budget whilst managing the Contract to ensure successful delivery to the Government of Kenya and the National Police Service in Phase 1 of 20,000 housing units.

4.2. Service Schedule

The service shall be delivered in two phases as detailed below. A summary of the key scope of services and accountabilities expected from the Development Programme Manager at each stage are set out below:

4.2.1. Stage 1 – Pre Development

A. Programme Establishment

I. Phase 1-Pre-Development Contract Phase

a. Facilitate the development of a clear project brief, and formalize client approval process.

b. Advise on economic factors affecting project c. Advise on appropriate financial design criteria d. Prepare preliminary desk top project viability study e. Prepare schedule of the required consents and approvals f. Advise on statutory approval and consents and obtain necessary approvals.

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g. Prepare, co-ordinate and monitor a project initiation programme h. Prepare Project procurement strategy i. Advise on creation of payment process and define necessary approval process j. Refine business case in order and obtain client approval

II. Phase 2- Post Development Contract Phase

a. Finalize project brief b. Develop preliminary and elemental estimates of construction cost c. Assist in preparation of financial viability report d. Prepare the “bankable” business plan, including market research etc. e. Prepare indicative construction programme f. Identify and co-ordinate preparation of legal agreements required g. Advise on additional consultant requirements h. Co-ordinate concept and viability documentation for presentation to client for

approval. i. Further development of project governance process and procedures to be

agreed with client j. Finalization of financial controls k. Develop and agree communication process and identify and agree key

stakeholders

B. Appointment of Consultants

a. Manage tender and procurement process for additional consultants as identified in phase 2.

b. Appointment of successfully tenderers. c. Collate and prepare contract documentation to be agreed with client.

C. Programme Development

a. Finalize procurement strategy and route to market b. Finalize output specification and development of Employees requirements c. Co-ordinate and manage approval of final design drawings by client d. Finalize of tender documentation e. Agreement on contractual mechanism to engage with main contractor f. Provide input as necessary for the finalization of the documentation required to

raise the financing loan for the project. g. Finalize development programme and identify all major milestone

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D. Tender Preparation and Procurement

a. Receive and review environmental management plan b. Review and agree H&S specification for the project c. Agree necessary project insurance d. Manage and co-ordinate tender process, including invitations to tender, site

meeting, clarifications, and tender returns e. Manage and co-ordinate tender adjudication process f. Prepare tender adjudication and recommendation for approval of the client g. Facilitate the appointment of multiple contractors across various project

clusters and ensure all contractual documentation is well-prepared and concluded

Stage 2 - Development Stage

At the Development Stage, the Consultant will provide strategic direction and planning

for the said project not limited to the following activities in order to establish a

comprehensive and detailed programme for each individual site under the KHIP

Programme. These activities are as follows:

a. Drawing on discussions with the Programme Sponsors, local statutory

requirements, market assessment, develop the existing outline Programme

brief into a full and detailed Programme Brief which will serve to guide

further decision making especially the detailed Programme design.

b. Draw up a Delivery Strategy and Plan, taking into consideration key

milestones required to implement the project;

c. Facilitate and Coordinate the preparation and completion of all necessary

legal agreements required to implement the project;

d. Review of Shelter Afrique’s site inspections conducted across the 51 Police

Sites for Delivery of the 20,000 units under the Programme

e. Advise on the Project planning related to phasing and overall

implementation of the programme.

f. Establish the Programme Account System including preparation of relevant

management accounts from time to time

g. Guide implementation of the project, and advise accordingly on the funding

of the different phases

h. Establishing a Communication Plan for the Programme including branding

and regular progress update to all stakeholders.

i. Upon finalizing the detail programme brief, provide guidance to the design

consultant on the concept design layout related to each different site.

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j. Using the concept design, enhance financial analysis and provide guidance

to the design consultant to establish materials to be used, fittings and

fixtures as well as standard of amenities as spelled out in item a.

k. Using the comprehensive developed prototypes of the unit and block layout

to apply to 3 selected sites for general feedback and refinement thereafter.

l. Following feedback obtain and finalize comprehensive detailed brief for the

prototype unit and block layout. Complete with amenities, functions,

potential retail/commercial space, social amenities and physical

infrastructure services for each and every parcels of land.

In detail, other activities include:

A. Contract Administration

a. Carry out role as principle agent to ensure administration of the contract on

behalf of the client b. Formalize the management of all direct contractors and sub consultants c. Oversee and provide regular feedback to the client regarding, programme,

costs, contractors’ progress, review all financial authorizations and variations.

B. Communication and Stakeholder Liaison

a) Support Shelter Afrique and its partners in communication and liaison with key stakeholders including the Government of Kenya, the National Police Service, the Site Commanders and residents within Police installations who will be affected by the construction and or decanting process from semi-permanent housing to permanent housing;

b) Issue periodic Programme Newsletters. c) Coordinate with the Government of Kenya and National Police Service on

required publicity including handover ceremonies of housing units under the Programme.

C. Post Contract Administration

a) Provide input for any necessary early testing and commissioning by

consultants and contractors b) Sign off and approve all works carried out and ensure compliance against

output specification and approved drawings c) Co-ordinate and ensure all snagging is completed d) Oversee and fully manage compiling of all post completion documentation

including as built drawings, O&M manuals, and all other material required by statutory bodies.

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5. GOVERNANCE

i. The Consultant will report to the Managing Director of Shelter Afrique and a

designated Project Director for the Programme.

ii. An Overall Programme Board will meet at least once every month. Its main roles will be to:

Report to the Managing Director Shelter Afrique

Attend Meetings with Government of Kenya on a regular basis

Ensure Delivery of the Programme.

Ensure that the outputs and deliverables are consistent with the overall objectives of the Programme

Ensure the appropriate reviews of issues encountered during the lifespan of the Programme

Ensure that the required approvals and directions for the Programme are obtained at each stage and at multiple sites of delivery.

Approve the reports and deliverables submitted by various consultants

iii. The Consultant to the Special Implementation Unit will be expected to provide:

a. Lead Programme Manager b. Supporting Project Manager-Architectural c. Supporting Project Manager-Construction and Supervision d. Supporting Project Manager-Mechanical, Electrical and Plumbing e. Senior Procurement and Document Control Manager.

Please note that all posts (a) and (e) will be contractual 36 month positions while the balance will be periodic according to specific Programme requirement.

iv. Shelter Afrique`s Senior management and Board of Directors will approve the proposed ESMS improvements and implementation plan, as well as the Final Report of the consultancy.

v. The Lead Manager will drive the implementation process to ensure that the Programme is well planned and managed properly.

vi. The Lead Manager will focus on achieving results through managing opportunities, risks, stakeholders and making the best use of resources.

Lead Programme Manager The Lead Programme Manager ensures the overall coordination and successful completion of the KHIP Programme. The Lead Programme Manager will be expected to oversee the programme, across multiple sites in Kenya and to deliver a large quantum of housing units at expected quality and budget under the Programme. He/She will be an interface between Shelter

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Afrique, the Government of Kenya, Programme Partners and the Programme delivery team to ensure that the requirements of all parties are met to the highest degree of expectation. Essential Role and Responsibilities

Overall Oversight of KHIP Programme including the Establishment and Oversight of a PMO as a Special Unit managing the programme

Prepare the Employer Project Definition and Requirements Document

Ensure the KHIP Programme is completed within budgets and schedules while meeting client needs, business objectives and design guidelines. ·

Manages program of projects and project managers within KHIP to ensure successful completion and coordination of all efforts. ·

In cooperation with Shelter Afrique, develops program and annual budget for KHIP Programme ·

Oversees detailed construction cost estimates and documentation for project funding authorization.

Is responsible for interfacing with funders to obtain funding approval signatures. Explanation of project scope and the associated costs as required is part of this process. Monitors progress,

provides financial control, accountability and ensures quality of projects within the Programme. ·

Team and Partner Management · Manage the project team including architects, engineers, consultants, construction managers and administrative support. ·

Develop schedules and budgets for assigned projects. ·

Identify and evaluates alternative solutions to best meet KHIP goals

Introduce I.T Tools for Project Management into the Programme

Participate in or oversee the pre-qualification and bid evaluation process for consultants, contractors, and other outside vendors and selects vendors. ·

Interacts with Government of Kenya, County Governments and regulatory agencies as required to ensure that projects comply with all applicable legal requirements and regulations.

Coordinates with efforts of other Shelter Afrique departments on KHIP Programme

Makes presentations to senior management including the Board of Shelter Afrique

Hires, manages and develops staff within KHIP Unit

Senior Procurement and Document Control Manager The Procurement Specialist ensures that the items and services under KHIP Programme meet Shelter Afrique Procurement Policy with due consideration for Kenyan laws and tax rules.

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Ensure that EPC contractors follow these guidelines and that bulk purchasing of goods from specified suppliers are delivered according to agreed terms and conditions. An important aspect of this role is seeking maximum value for the KHIP Programme through procurement, time and cost agreements while working with Project Management I.T tools to manage the programme.

Essential Responsibilities and Duties:

Interfaces with KHIP Lead Programme Manager to plan and prioritize procurement and document management activities

Under KHIP, he/she will be expected to prepare a strategic approach to procurement, logistics and document management.

He/She will be tasked to review planned orders, creates requisitions for purchased items, and manages approval process.

Coordinates all sourcing domestic and international for KHIP Programme

Transmits and prioritizes approved purchase orders and supporting documents to supplier.

Tracks order acknowledgement, prepares and communicates shortage and backlog reports, and provides visibility of potential interruptions to partners.

Tracks orders and confirms system lead times, delivery dates, and costs.

Establish Logistics Plan for the Programme

Reviews, updates, and maintains purchase orders until they are closed.

Ensures orders adhere to supplier agreements and contracts; reports non-conformances.

Leads finance and logistics staff in resolving reception and invoice discrepancies.

Identifies opportunities and implements actions to achieve efficiencies.

Establish and main local and international supplier base.

Collect and maintain files of the latest revision level documentation necessary to define product configuration and control manufacturing processes.

Timely distribution of latest revision level documentation to all appropriate users and ensure that obsolete documentation is removed from distribution.

Maintain a computer database of all filed documentation that ensures fast retrieval of documents.

Manage Project Management and Document Management Software for the Programme

Other Roles The roles and responsibilities of the other short term positions to be detailed during the course of the programme and once the Lead Programme Manager and Senior Procurement and Document Control Manager are in place in the programme.

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The Lead Programme Manager and Senior Procurement and Document Control Manager are expected to be resident in Nairobi, Kenya with travel within the country during the duration of their respective assignments during the KHIP programme.

6. CONTENT OF THE BID

The Consultant must provide all the information and documents necessary to enable

Shelter Afrique to conduct an appraisal of the offer.

Within one envelope, bidders are requested to provide two separate quotations that

should include both technical and financial responses for the following:

1) Pre-Development Contract Phase and up to contract signing with the Government

of Kenya in September-October 2016.

2) Post Development Contract Phase and during the Programme Management of

the KHIP Programme for a period of consultancy support for 36 months’ post

contract signing with the Government of Kenya.

Shelter Afrique shall provide equal weighting (50:50) to each of the responses and

reserves the option and right to split its award subject to negotiate with the bidders.

To support this dual submission for these phases as detailed, the bid must contain at

least the following parts:

a) Administrative information including:

Name of applicant, full address, telephone and fax numbers and e-mail address;

b) Technical content of the bid including:

Detailed CVs of the Proposed Consultants

Description of relevant professional experience with emphasis on experience in Large Project Management and implementation;

Concrete experience in implementing a mass housing projects is necessary

Experience in multiple site delivery of works will be an added advantage

Description of the tender`s work program, methodology of organizing and implementing the Programme

Proposed Project Methodology and Areas of Potential Innovation in Delivery of the Programme

Bidders are asked to note that they may be required to give an in-person presentation to the Tender Committee during the procurement process.

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7. DATES FOR RECEIPT OF PROPOSALS;

Completed Technical and Financial proposals, respectively clearly marked and

enclosed in separate sealed envelopes, should be addressed to:

Kevin Kariuki Kihara KHIP Coordinator Shelter Afrique Longonot Road, Upper Hill, Nairobi P.O. Box 41479-00100, GPO Nairobi, Kenya Tel: +254-20-2722305 – 9 E-mail: kkihara@shelterafrique.org

And should be received in Shelter Afrique by June 17th 2016